Content, Sync & Limitations - HubSpot

Content types

Contacts

Contacts are people records in HubSpot CRM — typically leads, customers, and other individuals your teams work with.

Fields synced

• Title — Contact name (first + last, or email if name is missing). Indexed for full-text search; displayed as the result title.

• Body / Excerpt — Synthesised summary from job title, company, lifecycle stage, and lead status. Indexed for full-text search.

• URL — Direct link to the contact in HubSpot. Used to generate the result link; not searchable.

• Email — Contact email. Indexed for search and autocomplete.

• Company name — Company property on the contact. Indexed for search.

• Job title — Indexed for search.

• Lifecycle stage / Lead status — Available for filtering and relevance.

• Phone — Stored for lookup; not shown as a primary excerpt field.

• Owner — Resolved owner email when available. Displayed in result metadata.

• Created / Last modified — Timestamps used for filtering and incremental sync; displayed in result metadata.
  

Applicable filters

Companies

Companies are organization records in HubSpot CRM — accounts your sales and service teams track.

Fields synced

• Title — Company name. Indexed for full-text search; displayed as the result title.

• Body / Excerpt — Synthesized summary from domain, industry, and related properties. Indexed for full-text search.

• URL — Direct link to the company in HubSpot. Used to generate the result link.

• Domain — Indexed for search.

• Industry / Type — Available for filtering when set.

• Owner — Resolved owner email when available. Displayed in result metadata.

• Created / Last modified — Timestamps used for filtering and incremental sync; displayed in result metadata.
  

Applicable filters

Deals

Deals are pipeline opportunities in HubSpot CRM — including stage, amount, and close date context for account teams.

Fields synced

• Title — Deal name. Indexed for full-text search; displayed as the result title.

• Body / Excerpt — Deal description when present, plus a composed line of stage, pipeline, amount, and close date. Indexed for full-text search.

• URL — Direct link to the deal in HubSpot. Used to generate the result link.

• Deal stage / Pipeline / Deal type — Available for filtering and relevance.

• Amount / Close date / Is closed — Available for filtering and ranking.

• Owner — Resolved owner email when available. Displayed in result metadata.

• Created / Last modified — Timestamps used for filtering and incremental sync; displayed in result metadata.
  

Applicable filters

Tickets

Tickets are service records in HubSpot CRM — typically support cases with subject, body, priority, and pipeline stage.

Fields synced

• Title — Ticket subject. Indexed for full-text search; displayed as the result title.

• Body / Content — Ticket content. Indexed for full-text search and used for AI summaries.

• URL — Direct link to the ticket in HubSpot. Used to generate the result link.

• Pipeline / Pipeline stage — Available for filtering.

• Priority / Category / Source type — Available for filtering and ranking when set.

• Closed date — Ticket close timestamp when set.

• Owner — Resolved owner email when available. Displayed in result metadata.

• Created / Last modified — Timestamps used for filtering and incremental sync; displayed in result metadata.
  

Applicable filters

Sync frequency

Incremental sync

Captures: content updates, new items, and per-item permission changes for contacts, companies, deals, and tickets when HubSpot updates the record's last-modified time.

After the initial full sync, the connector runs incremental syncs every hour. Each incremental sync pulls CRM records created or updated since the last sync and refreshes permissions for changed contacts, companies, deals, and tickets.

Incremental sync does not remove deleted HubSpot records from the index. Deletions are reconciled on full sync. Permission-only role or team changes that do not update a record's last-modified time are also reconciled on full sync.

Full sync

A full sync re-indexes all in-scope HubSpot content, refreshes permissions for contacts, companies, deals, and tickets, and removes records that no longer exist in HubSpot. It runs automatically on first setup, then every week, and can be triggered manually from the connector Status page. Full syncs on large portals may take several hours because each core CRM record requires a permission lookup. Incremental syncs resume automatically once the full sync completes.

User sync

User sync pulls HubSpot users, owners (including archived owners for display), and teams, and updates identity data used for search trimming. It runs every hour on a separate schedule. If a user's access or membership changes in HubSpot, the identity side of that change is reflected in Simpplr after the next permission sync completes.

Known limitations

• File Manager files are not indexed — HubSpot does not expose a public API for per-file user/team grants.

• Custom objects, Marketing Hub assets (blogs, landing pages, marketing emails, forms), Conversations / inbox threads, leads, quotes, invoices, and similar non-core CRM types are not indexed.

• Deleted records remain findable in Simpplr until the next full sync (weekly), unless you run a manual full sync sooner.

• Permission-only HubSpot role or team changes that do not update a record's last-modified time are not picked up by incremental sync — they are reconciled on the next full sync.

• Large portals may sync slowly because each contact, company, deal, and ticket requires an individual permission lookup, subject to HubSpot rate limits.